Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Manage diaries, coordinate meetings, and provide administrative support to senior management.
- Company: Join a dynamic team within the National Probation Service.
- Benefits: Gain valuable experience, develop skills, and enjoy a supportive work environment.
- Why this job: Be the backbone of operations and make a real difference in public service.
- Qualifications: Strong organisational skills and effective communication abilities required.
- Other info: Opportunity for personal growth and professional development in a meaningful role.
The predicted salary is between 30000 - 42000 £ per year.
This is an administrative role in NPS Divisional headquarters, clusters and functions and reports to the NPS Deputy Director or Head of Operational Function as appropriate.
The role is to provide secretarial and administrative support to the Deputy Director or Head of Operational Function by acting as the primary point of contact and assisting in the management of the day to day running of the division, function or cluster through the key tasks of diary coordination, compilation of correspondence and documents and the organisation of meetings and other engagements. The job holder will have no line manager responsibilities.
Responsibilities, Activities & Duties- Manage Deputy Director or Head of Operational Function’s Diary
- Support the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules
- Efficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimised
- Act as the first point of contact for the Deputy Director or Head of Operational Function, using initiative and responding to and/or directing queries to the relevant parties
- Act as a screening point for the Deputy Director or Head of Operational Function’s telephone calls, general correspondence and e-mails, highlighting priority work and responding to queries using an understanding of Probation service delivery and the partnership map
- Provide a full range of secretarial and administrative support and assistance to the Deputy Director or Head of Operational Function, producing a range of material from correspondence to complex confidential reports
- Develop and maintain comprehensive and up-to-date electronic and manual filing systems which support the operational delivery of Probation services and are effective in storing and retrieving key data
- Support planning and finalising of agendas for meetings, overseeing coordination and distribution of paperwork
- Take minutes at senior management meetings and distribute to relevant parties
- Liaise directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
- Keep up to date with changes in key external partnerships which relate to Probation service delivery
- Contribute towards the organisation and coordination of large scale divisional events
- Coordinate and collate meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc.
- Deal with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
- Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
- Provide information, feedback and advice
- Influence and persuade
- Participate in meetings where appropriate
- Use appropriate skills, styles and approaches
- Enhance your own performance
- Manage own resources and professional development
- Use information to take critical decisions
- Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary
- Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance
- Plan, implement and manage systems for the exchange of sensitive information, data and intelligence
The duties/responsibilities listed above describe the post as it is at present and are not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the Job Holder.
14507 - Diary Manager - Birmingham North, East & Solihull employer: Ministry of Justice
Contact Detail:
Ministry of Justice Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land 14507 - Diary Manager - Birmingham North, East & Solihull
✨Tip Number 1
Network like a pro! Reach out to people in your field, especially those who work in similar roles. A friendly chat can lead to insider info about job openings that aren't even advertised yet.
✨Tip Number 2
Practice your interview skills! Get a mate to throw some common questions your way. The more you rehearse, the more confident you'll feel when it’s your turn to shine in front of the hiring team.
✨Tip Number 3
Tailor your approach! When you apply through our website, make sure to highlight your relevant experience and skills that match the job description. Show them why you're the perfect fit for the role!
✨Tip Number 4
Follow up after interviews! A quick thank-you email can go a long way. It shows your enthusiasm for the role and keeps you fresh in their minds as they make their decision.
We think you need these skills to ace 14507 - Diary Manager - Birmingham North, East & Solihull
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your skills and experiences align with the role of Diary Manager. We want to see how you can manage diaries and support senior management effectively!
Showcase Your Communication Skills: Since this role involves a lot of communication, be sure to demonstrate your ability to convey information clearly in your written application. Use examples that show how you've influenced or persuaded others in past roles.
Be Detail-Oriented: Attention to detail is key for this position. When writing your application, double-check for any typos or errors, and ensure that your formatting is consistent. We appreciate a polished presentation!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at Ministry of Justice
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Diary Manager. Familiarise yourself with diary management, secretarial duties, and how to handle sensitive information. This will help you answer questions confidently and show that you're genuinely interested in the role.
✨Showcase Your Communication Skills
As a Diary Manager, effective communication is key. Prepare examples of how you've successfully managed communications in previous roles. Be ready to discuss how you would handle queries and direct them appropriately, as well as how you maintain confidentiality while dealing with sensitive issues.
✨Demonstrate Your Organisational Skills
Highlight your ability to manage multiple tasks and priorities. Bring examples of how you've coordinated meetings, managed diaries, or organised events in the past. This will illustrate your capability to optimise time management and support senior staff effectively.
✨Prepare Questions for Them
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics, challenges the Deputy Director faces, or how success is measured in this role. This shows your enthusiasm and helps you gauge if the company is the right fit for you.
